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AGENDA

 

SPECIAL COUNCIL MEETING

 

TUESDAY, JUNE 19, 2007

6:00 P.M.

 

CALL TO ORDER

 

COUNCIL CHAMBERS

211 WEST ASPEN AVENUE

 

NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION

 

 

Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38‑431.03(A)(3).

 

 

2.      ROLL CALL

 

 

 

MAYOR DONALDSON        

VICE MAYOR OVERTON          

COUNCILMEMBER COOPER         

COUNCILMEMBER HAUGHEY          

 

 

COUNCILMEMBER KELTY        

COUNCILMEMBER SWANSON         

COUNCILMEMBER WHITE         

 

3.

Consideration of Public Hearing:  Truth in Taxation, proposed Fiscal Year 2007/2008 budget, and property tax levy.

 

 

RECOMMENDED ACTION:

Open the public hearing.

Receive citizen input.

Close the public hearing.

 

4.

Consideration of Approval:  Annual property tax level.

 

 

RECOMMENDED ACTION:

Approve by roll-call vote the proposed change in property tax level as required through Truth in Taxation disclosure.

 

5.

Consideration of Resolution No. 3007-34:  A resolution for the adoption of the budget for Fiscal Year 2007-2008; and declaring an emergency.

 

 

RECOMMENDED ACTION:

Read Resolution No. 2007-34 by title only.

Adopt Resolution No. 2007-34.

 

6.         ADJOURNMENT OF SPECIAL COUNCIL MEETING

 

 

AGENDA

 

REGULAR COUNCIL MEETING

 

TUESDAY, JUNE 19, 2007

6:00 P.M.

 

 

CALL TO ORDER

 

COUNCIL CHAMBERS

211 WEST ASPEN AVENUE

 

NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION

 

 

Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this regular meeting, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38‑431.03(A)(3).

 

 

1.         PLEDGE OF ALLEGIANCE, INVOCATION, AND MISSION STATEMENT

 

MISSION STATEMENT

 

 

 

The City of Flagstaff will be a sustainable, safe and vibrant community retaining the character, high quality of life and charm of a small town.  Flagstaff will offer economic opportunities, educational choices, attainable housing, a protected environment and cultural and career opportunities to a diverse population.

 

 

2.      ROLL CALL

 

 

 

MAYOR DONALDSON        

VICE MAYOR OVERTON          

COUNCILMEMBER COOPER         

COUNCILMEMBER HAUGHEY          

 

 

COUNCILMEMBER KELTY        

COUNCILMEMBER SWANSON         

COUNCILMEMBER WHITE         

 

3.      APPROVAL OF MINUTES FROM PREVIOUS MEETINGS

 

A.

Consideration of Minutes: Regular Council Meeting of March 20, 2007.

 

RECOMMENDED ACTION: Approve the Minutes as submitted/corrected.

 

4.      PUBLIC PARTICIPATION

 

 

Public Participation enables the public to address the Council about an item that is not on the agenda.  If you wish to address the Council during Public Participation, it is not necessary to fill out a comment card.

 

If you wish to address the Council at tonight's meeting on an item that is on the agenda, please complete a comment card and submit it to the recording clerk as soon as possible.  Your name will be called when it is your turn to speak.

 

You may address the Council up to three times throughout the meeting, including comments made during Public Participation.  Please limit your remarks to three minutes per item to allow everyone an opportunity to speak.

 

5.      CONSENT AGENDA

 

 

ALL MATTERS UNDER ‘CONSENT AGENDA” ARE CONSIDERED BY THE CITY COUNCIL TO BE ROUTINE AND WILL BE ENACTED BY ONE MOTION APPROVING THE RECOMMENDATIONS LISTED ON THE AGENDA.  UNLESS OTHERWISE INDICATED, EXPENDITURES APPROVED BY COUNCIL ARE BUDGETED ITEMS.

 

A.

Consideration of Authorization:  Annual blanket purchase orders exceeding $15,000.00.

 

 

RECOMMENDED ACTION:

Authorize the issuance of blanket purchase orders to the vendors and at the amounts indicated on the staff summary attachment.

 

B.

Consideration of Purchase:  High speed digital copier production system and color copier.

 

 

RECOMMENDED ACTION:

(1)

Approve the purchase under the Mohave Educational Service Cooperative agreement of a high speed digital copier/ printer in the amount of $58,900.00, plus tax, with five-year copier maintenance in the amount of $11,328.00 for the first two years with overage charges at $.0053 per copy; $11,520.00 for the third year with overage charges  of $.0060 per page; $11,715.00 for the fourth year with overage charges of $.0061 per page; and $11,904.00 for the fifth year with overage charges of $.0062 per page; and

 

 

 

(2)

Approve the purchase of a color copier from Hughs Calihan in the amount of $16,479.14, plus sales with annual maintenance in the amount of $1,152.00, plus a $.055 per copy charge.

 

C.

Consideration of Purchase under the Mohave Educational Services Cooperative Agreement:  Facility maintenance and capital improvements.

 

 

RECOMMENDED ACTION:

Authorize the use of the Mohave Educational Cooperative Services Agreement in the total amount of $529,100.00 which includes a $48,100.00 contingency.

 

D.

Consideration of Payment Authorization:  Annual computer maintenance.

 

 

RECOMMENDED ACTION:

Authorize payments in the amount of $788,475.00, plus applicable tax, and a 10% contingency to the vendors listed in the staff summary attachment.

 

E.

Consideration of Extension of Annual Bid:  Bulk fuel.

 

 

RECOMMENDED ACTION:

Approve the third extension to Carter Oil Company for unleaded fuel at $.0326 per gallon over the OPIS price.

 

F.

Consideration of Extension of Annual Bid:  Cardlock fuel services.

 

 

RECOMMENDED ACTION:

Approve the second extension to Carter Oil Company at $.1160 per gallon over the OPIS price for unleaded and diesel fuel.

 

G.

Consideration of Extension of Annual Bid:  ABC material.

 

 

RECOMMENDED ACTION:

Approve the first bid extension to Rinker Materials at a cost of $15.50 per ton, plus applicable sales tax and freight, from the Railhead Avenue pit; and $11.00 per ton, plus applicable sales tax and freight, from the McCormick pit.

 

H.

Consideration of Extension of Annual Bid:  Propane.

 

 

RECOMMENDED ACTION:

Approve the second extension to All Star Gas, Incorporated, at $.2215 per gallon over the Conoco Phillips Refinery Wingate price.

 

I.

Consideration of Extension of Annual Bid:  Herbicide spraying.

 

 

RECOMMENDED ACTION:

Approve the first bid extension to Northern Arizona Property Maintenance Incorporated in an amount not to exceed $125,000.00.

 

J.

Consideration of Bids:  City vehicles.

 

 

RECOMMENDED ACTION:

(1)

Approve the subsequent purchase under bid from Jim Babbitt Ford of eleven E-85 FFE police sedans, five hybrid compact SUVs, four compact, extended cab 4 X 4 pickup trucks; two 1/2-ton 4 X 4 pickup trucks; four 1/2-ton 4 X 2 pickup trucks;  three 3/4-ton 4 X 2 diesel pickup trucks; and two 1-1/2-ton 4 X 4 diesel cab and chassis in the total amount of $691,495.71, plus applicable shipping charges; and

 

 

(2)

Approve the subsequent purchase under bid from Bob Seller Toyota of one hybrid compact sedan at a total cost of $25,919.41, plus applicable sales tax.

 

K.

Consideration of Bids:  10-wheel dump trucks.

 

 

RECOMMENDED ACTION:

Approve the subsequent purchase under bid from Arizona Truck Center of three Mack 20-wheel dump truck in the amount of $539,560.68, plus applicable tax.

 

L.

Consideration of Bids:  Physical examination services for the Police Department.

 

 

RECOMMENDED ACTION:

Approve the proposal from Concentra Medical Center at the rates listed on the staff summary attachment.

 

M.

Consideration of Change Order No. 2:  Huntington Drive Phase II improvement project.

 

 

RECOMMENDED ACTION:

(1)

Approve Change Order No. 2 to Arizona Engineering Company in an amount not to exceed $52,012.00, which includes an additional contract allowance of $4,728.00, and a contract time extension of 427 calendar days; and

 

 

(2)

Authorize the City Manager to execute the necessary documents.

 

N.

Consideration of Change Order No. 2:  Fourth Street railroad crossing project.

 

 

RECOMMENDED ACTION:

(1)

Approve Change Order No. 2 to the BNSF Railway Co. in the amount of $510,757.85; and

 

 

(2)

Authorize the City Manager to execute the necessary documents.

 

O.

Consideration of Construction Contract:  FY 2007 sewer improvements project.

 

 

RECOMMENDED ACTION:

Approve the construction contract with Auza Construction in the amount of $1,028,649.87, plus a contract allowance of $50,000.00 (4.9%).

 

P.

Consideration of Construction Contract:  Franklin waterline improvements.

 

 

RECOMMENDED ACTION:

Reject the only bid received and readvertise the project at a later date.

 

Q.

Consideration of Construction Contract:  Stormwater drainage improvement program.

 

 

RECOMMENDED ACTION:

(1)

Approve the contract with 3D/I through the existing Job Order Contracting agreement with Mohave Educational Services Cooperative in the lump sum amount of $107,040.09, which includes a contract allowance of $5,097.15 (5%), a 1% administrative fee, and a contract time of 60 calendar days; and

 

 

(2)

Authorize the City Manager to execute the necessary documents.

 

R.

Consideration of Intergovernmental Agreement:  Center for High Altitude Training.

 

 

RECOMMENDED ACTION:

Approve the intergovernmental agreement with the Arizona Board of Regents, acting by and for Northern Arizona University, in the amount of $40,000.00.

 

S.

Consideration of Consulting Service Agreement:  Countywide strategic plan for the City/County Public Library and Coconino Community College.

 

 

RECOMMENDED ACTION:

Approve the service agreement with Elizabeth L. Marcoux in an amount not to exceed $50,000.00.

 

T.

Consideration of Service Agreement:  Housing rehabilitation services for the owner occupied emergency repair program.

 

 

RECOMMENDED ACTION:

Approve the service agreement with Development Services, Inc., in the amount of $100,000.00.

 

U.

Consideration of Service Agreement:  Housing rehabilitation services for the owner occupied housing rehabilitation program.

 

 

RECOMMENDED ACTION:

Approve the agreement with Development Services, Inc., in the amount of $160,000.00.

 

V.

Consideration of PC SUB 07-02:  A request for tentative plat approval for Vickers Park located at 1717 North First Street for a 10-unit, planned affordable, residential subdivision on a .83 acre parcel located in the C-2-E zoning district.

 

 

RECOMMENDED ACTION:

The Planning and Zoning Commission recommends approving the tentative plat with the conditions outlined in the staff summary attachment, and authorizing the Mayor to sign the final plat and City/Subdivider Agreement when notified by the Development Review Board that all conditions have been met and documents are ready for recording.

 

6.      REGULAR AGENDA

 

A.

Consideration of Applicants for Appointments:  Airport Commission.  [The City Council may vote to discuss this matter in executive session pursuant to A.R.S. §38-431.03(A)(1).  The names of the applicants may be obtained by contacting the City Clerk.]

 

 

RECOMMENDED ACTION:

Make one appointment to a term expiring October, 2009.

 

B.

Consideration of Bids:  Promotional video production services for the Convention and Visitors’ Bureau.

 

 

RECOMMENDED ACTION:

Approve the proposal from 100 to 1 Productions in an amount not to exceed $30,000.00.

 

C.

Consideration of Bids:  Airport consulting services.

 

 

RECOMMENDED ACTION:

Approve the bid from Wilbur Smith Associates in an amount not to exceed $50,000.00.

 

D.

Consideration of Extension of Annual Bid:  Holiday light display.

 

 

RECOMMENDED ACTION:

Approve the first, one-year extension to Christmas Light Decorators in an amount not to exceed $57,741.31, plus tax.

 

E.

Consideration of Lease of Property:  203 E. Brannen Avenue (Murdoch Center).

 

 

RECOMMENDED ACTION

Approve the lease with the Southside Community Association subject to a sublease with Flagstaff Cooperative Pre-School.

 

F.

Consideration of Sole Source Service Agreement:  Customer relationship management program for the Convention and Visitors Bureau.

 

 

RECOMMENDED ACTION:

Approve the agreement with SimpleView, Inc., in the amount of $27,000.00.

 

G.

Consideration of Construction Contract:  Sunnyside improvements Phase IV project.

 

 

RECOMMENDED ACTION:

(1)

Approve the construction contact with C and E Paving in the amount of $3,517,437.72, which includes Base Bid Additive Alternate #2; a contract allowance in the amount of $220,000.00; and a contract time of 270 calendar days; and

 

 

(2)

Authorize the City Manager to execute the necessary documents.

 

H.

Consideration of Building Fee Increases:  Residential fee and commercial building fee increases.

 

 

RECOMMENDED ACTION:

Approve a 5% fee increase, excluding over-the-counter building permits, effective as of July 2, 2007.

 

I.

Consideration of Ordinance No. 2007-34:  An ordinance of the City Council of the City of Flagstaff, Arizona designating the Flagstaff Townsite Historic Neighborhood District as an Historic Design Review Overlay Zone (“THDRO”) with specific geographical boundaries as delineated on the attached map, and adopting by reference the Flagstaff Townsite Historic District Design Standards and Guidelines (“FTHD Guidelines”).

 

 

RECOMMENDED ACTION:

Read Ordinance No. 2007-34 for the final time by title only.

Adopt Ordinance No. 2007-34.

 

J.

Consideration of Ordinance No. 2007-36:  An ordinance authorizing an access easement to the Museum of Northern Arizona.

 

 

RECOMMENDED ACTION:

Read Ordinance No. 2007-36 for the final time by title only.

Adopt Ordinance No. 2007-36.

 

K.

Consideration of Ordinance No. 2007-37:  An ordinance amending Title 2, Chapter 18, Sections 2-18-001-0002 and 2-18-001-0003 of the Flagstaff City Code for the purpose of changing the membership of the Commission on Disability Awareness.

 

 

RECOMMENDED ACTION:

Read Ordinance No. 2007-37 for the first time by title only.

 

L.

Consideration of Ordinance No. 2007-38:  An ordinance authorizing the exchange of real property for urban trails and open space on McMillan Mesa.

 

 

RECOMMENDED ACTION:

Read Ordinance No. 2007-38 for the first time by title only.

 

M.

Consideration of Resolution No. 2007-39  A resolution granting final approval to the issuance of Senior Living Community Revenue Refunding Bonds of the Industrial Development Authority of the City of Flagstaff, Arizona, in a principal amount not to exceed $32,500,000 for and on behalf of the Northern Arizona Senior Living Community, L.L.C.

 

 

RECOMMENDED ACTION:

Read Resolution No. 2007-39 by title only.

Adopt Resolution No. 2007-39.

 

7.     PUBLIC HEARING ITEMS

 

A.

Consideration of Liquor License Application:  Kim Kwiatkowski, “Circle K Store #0164”, 2718 N. Steves Blvd., Series 7, New License.

 

 

RECOMMENDED ACTION:

Open the public hearing.

Receive citizen input.

Close the public hearing.

 

The City Council has the option to:

 

 

(1)

Forward the application to the State with a recommendation for approval;

 

 

(2)

Forward the application to the State with no recommendation; or

 

 

(3)

Forward the application to the State with a recommendation for denial based on the testimony received at the public hearing and/or other factors.

 

B.

Consideration of Liquor License Application:  Naresh Poudel, “Himalayan Grill”, 801 S. Milton Road, Suite A, Series 12, New License.

 

 

RECOMMENDED ACTION:

Open the public hearing.

Receive citizen input.

Close the public hearing.

 

The City Council has the option to:

 

 

(1)

Forward the application to the State with a recommendation for approval;

 

 

(2)

Forward the application to the State with no recommendation; or

 

 

(3)

Forward the application to the State with a recommendation for denial based on the testimony received at the public hearing and/or other factors.

 

C.

Consideration of Liquor License Application:  Patricia Martin, “Drury Inn & Suites”, 300 S. Milton Road, Series 06, New License

 

 

RECOMMENDED ACTION:

Open the public hearing.

Receiv

e citizen input.

Close the public hearing.

 

The City Council has the option to:

 

 

(1)

Forward the application to the State with a recommendation for approval;

 

 

(2)

Forward the application to the State with no recommendation; or

 

 

(3)

Forward the application to the State with a recommendation for denial based on the testimony received at the public hearing and/or other factors.

 

D.

Consideration of Liquor License Application:  Alma King, “Acapulco Blue Restaurant and Grill”, 2620 N. Steves Blvd., Series 12, New License.

 

 

RECOMMENDED ACTION:

Open the public hearing.

Receive citizen input.

Close the public hearing.

 

The City Council has the option to:

 

 

(1)

Forward the application to the State with a recommendation for approval;

 

 

(2)

Forward the application to the State with no recommendation; or

 

 

(3)

Forward the application to the State with a recommendation for denial based on the testimony received at the public hearing and/or other factors.

 

8.      COUNCIL DISCUSSION ITEMS

 

 

A.

Consideration of Council Discussion and Direction:  Establishment of formal relationship with Qingyang City, Gansu Province, China, and other Chinese cities.

 

 

 

RECOMMENDED ACTION:

Provide direction on next steps.

 

9.      INFORMATIONAL ITEMS AND REPORTS FROM COUNCIL AND STAFF,

 

REQUESTS FOR FUTURE AGENDA ITEMS

 

10.    ADJOURNMENT